EXAMPLE
SCHOOL SITE MANAGEMENT PLAN
2015
SITE DUTIES
1. SECURITY OF PREMISES
2. MONITORING AND CARE OF HEATING SYSTEMS
3. REPLACEMENT OF LIGHT BULBS/TUBES
4. GENERAL PORTERAGE
5. REPLACEMENT OF JANITORIAL CONSUMABLE ITEMS
6. HANDYPERSON DUTIES
7. FURNITURE HANDLING
8. CLEAN OUTSIDE AREA
9. LAUNDRY DUTIES
10. CLEANING DRAINS AND KITCHEN GREASE TRAPS
11. ANCILLARY DUTIES
12. INFREQUENT DUTIES
GENERAL
Needs differ from site to site therefore the Duties are not exhaustive, but are a guide to the range
of duties that can be required of Site Managers/Site Controllers/Site Assistants/Caretakers and
Assistants. Priorities will be determined at site level by the headteacher.
Methods, materials, equipment and working conditions will be continually appraised by the Site
manager with the object of introducing improvements.
Standards shall be subject to day to day monitoring by the headteacher or their representative, and
in accordance with this work specification. Questions about the cleanliness of the site should be
addressed to the Contractor but any continuing difficulties shall be reported to the Site manager for
rectification.
Site Managers/Site Controllers/Site Assistants/Caretakers and Assistants may have delegated
responsibility from Principals for monitoring the work standards of the contract Cleaning Service.
Where due regard to safety is referred to this means familiarity with the broad requirements of the
Health and Safety at Work Act 1974 and general precautions in handling chemical cleaning
products.
1. SECURITY OF PREMISES
Morning
Unlock external entrance doors to College buildings. Switch off alarm system. Check security has
not been violated; switch on lights and heaters as required. Unlock interior doors as necessary.
Times should be to suit the needs of the establishment and by arrangement with the headteacher.
End of Working Day
Check all windows are closed and secured, and if necessary heat and light sources are
extinguished. Set alarm system. Lock external entrance doors. Times should be to suit the needs
of the establishment and by arrangement with the headteacher.
Leave Arrangements
Coincidental arrangements should be determined by liaison with the headteacher or his
representative.
2. MONITORING AND CARE OF HEATING SYSTEMS
All heating systems shall be maintained in accordance with the Country Heating Engineer’s
following recommendations and with full regard to safety requirements, as follows: 2.1 Automatic Oil Fired Boilers
Work Elements
a) Check boilers for:
 Fuel/water leakage
 Not producing smoke
 Altitude and temperature gauges reading normally
 Temperatures comparable to weather conditions.
Frequencies
b) Check fuel contents gauges and record fuel consumed (oil)
Three times
per week
c) Keep oil bunds free from litter
Monthly
d) Inspect feed and expansion tank, subject to accessibility
Monthly
e) Change pumps and motors over from ”standby” to duty
Lubricate pumps and motors where appropriate equipment is provided
Monthly
Monthly
f)
Monthly
Open and close all valves
Daily
Daily
Daily
Daily
g) Order fuel as per re-ordering procedure
As required
h) Report any damaged insulation to Reactive Heating Engineers
As necessary
2.2 Fan Convectors/Natural Gas Fired Room Heaters
a) Switch on/off
b) Check Temperature setting
c) Externally clean heater
Daily
Daily
Weekly
2.3 Calor Gas Heaters (Terrapins)
a) Check temperature and time switch settings
b) Check contents of gas cylinders and/or position of auto change over
valve
c) Order replacement gas cylinder
d) Keep cylinder cabinets locked except for short periods prior to an
arranged gas delivery
e) Report any smells which may indicate leakage, and turn off at source
Daily
Daily
Daily
Daily
Daily
2.4 Electric Fires
a) Switch on/off
b) Check for correct functioning
c) Report faults
2.5 Radiators, Convectors, Pipe Coils
Daily
Daily
As necessary
a) Operate air release valve
As required
2.6 Warm Air Heaters, Air Handling Units
a)
b)
c)
d)
Switch on/off
Check Temperature setting
Externally clean heater
Check control settings
As required
Daily
Weekly
Weekly
For all systems generally, be aware, as far as is practical, of the positions of all isolating valves,
connecting gas, oil and water
Keep boiler and plant rooms clear of rubbish.
3
REPLACEMENT OR LIGHT BULBS/TUBES
Replace when necessary, electric filament bulbs and fluorescent tubes and starters taking full
account of safety requirements.
4
GENERAL PORTERAGE
Receive, transport and store deliveries to establishments, and porter goods around the College site
as necessary.
5
REPLACEMENT OF JANITORIAL COMSUMABLE ITEMS
Responsibility for the distribution and replacement of soap, toilet rolls, or paper towels, and other
consumable items from the site stock.
6
HANDYPERSON DUTIES
The decision to undertake handyperson type duties in accordance with ability training and available
tools/equipment, not on the following list will result from discussions between Site Manager/Site
Controller/Caretaker Assistants, Assistant Site Assistants and the headteacher. If this fails to
resolve the matter the Site Manager will liaise with Construction and Maintenance.
Fitting/Repairing door furniture and fittings.
Fitting/repairing shelving.
Fitting pin board/notice boards to approved specification.
Practical touch-up painting (internal).
Replacement/repair of window latches (not metal frames).
Repair wooden desks, benches.
Fit/replace coat hooks.
Repairs to wooden lockers, cupboards etc.
Fittings towel dispensers.
Fitting/repairing toilet roll holders.
Fitting/repairing soap dispensers.
Fitting sanitary towel dispensers.
Fitting mirrors.
Fitting/repairing shower curtain rails.
Fitting/re-fitting toilet seats.
Fitting/repairing toilet chains.
Fitting/repairing toilet door bolts
7. FURNITURE HANDLING
Daily set out, clear away and restack chairs, before and after assembly, for pupils who have
lunches and for examinations, and any other special occasions, taking full account of safety
requirements. Also, when required, move furniture between rooms, halls, corridors etc.
8. CLEAN OUTSIDE AREAS
Collect litter from playground areas, empty litter bins, ensure that dustbin points are kept clean,
and sweep excessive dirt and dust from all other hard areas. Sweep up and dispose of leaves
from hard surface around the College/site.
9. LAUNDRY DUTIES
Wash Site Assistant’s dusters and mops. Collect items to be sent outside launderers and
distribute or store on their return.
10. CLEANING DRAINS AND KITCHEN GREASE TRAPS
Drains shall be thoroughly brushed around the neck and afterwards flushed out with disinfectant
solution. Where applicable, kitchen grease traps shall be cleaned weekly.
11. ANCILLARY DUTIES
a) Take appropriate action and provide access for the emergency services in the event of fire,
flood, breaking and entering, accident or other major incident.
b) Ensure emergency exits are free of obstruction, correctly identified and operate.
c) Maintain and adjust master clock systems according to manufacturers’ instructions.
d) Be aware of the site’s electrical circuitry and fuse board layout. Replace fuses as necessary
and report all faults to Reactive Electrical Engineers.
e) Be aware, as far as is practical, of water and gas circuits and control valves, in order to
operate them in cases of emergency.
f) Provide access for contract-employed (or in-house) cleaning staff and secure premises
following departure, within the normal working arrangements at each site.
g) Ensure all Site and cleaning equipment is in a safe and working condition (visual check).
Suspect equipment should be taken out of service and reported to the appropriate person.
h) Undertake administrative duties relating to the supervision of other site staff and liaison with the
contract cleaning Supervisor.
i) Advise contractors on College/site layout including location of items to be repaired, and service
points. Advise headteacher of, and when in charge of the site acts on, adverse conduct by
contractors.
12. INFREQUENT DUTIES
Some examples:
Damp wipe waste paper bins.
Call out by Police, Reactive Engineers, etc.
Assist with the movement of furniture and equipment during construction/structural alterations.
Clear up after flooding, fire etc.
Clear snow from paths and take precautions against ice.
Clean interior glass (excluding windows) e.g. Glass panelled doors.
Emergency spot clean, including all areas when cleaners are not in attendance.
Temporary repair of minor damage to building.
Fitting/repairing plugs and chains to basins.
Reaffix loose basins and, where appropriate, draining boards.
Replacing odd wall tiles.
Fitting/repairing Yale and simple mortice locks into an existing mortice.
Temporary boarding-up of windows and securing after break-in.
Removal of dangerous glass.
Get keys cut.
Moving and re-assembly of blackboards.
Clean out gulleys.
Re-washer taps.
Repair leaking traps and waste pipes.
Fix signs.
Fitting/repairing gutters and drain pipes, work not exceeding 11 feet in height.
Adjust overflow in toilets.
Adjust automatic flushing cistern.
Repair defective cisterns.
Renew broken or missing gulley gratings and manhole covers to correct type.
Inspection and general cleaning oil bunds.
Patch plaster.
Fitting/replacing curtain rails.
The taking down and rehanging curtains.
The fitting and taking down and/or re-hanging blinds (including Venetian blinds).
Ensure the edges of carpets are secured to floor.
Ensure carpet/linoleum jointing strips and or edging strips are firmly secured to floor.
Bleed radiators when required.
Sanding off and re-varnishing of wooden desks.
Fitting and replacement of light diffusers, working up to 11 feet in height.
Heating
Fan convectors/natural gas fired room heaters – remove/replace guard/filter unit-vacuum clean or
wash filter.
Warm air heaters, air handling units-remove /replace guard/filter unit vacuum clean or replace with
new.